Summary
This article will help you understand HIPAA needs and how they relate to the usage of Teams Meetings
The University System of New Hampshire can meet healthcare-related needs under HIPAA using Teams Meetings. Teams Meetings provides a secure, encrypted communications platform for all uses. The University now recommends the use of Microsoft Teams for those requiring HIPAA-compliant video conferencing options.
How-To
Access
If you need to begin using Teams for your non-teaching-related virtual meetings, here’s how to begin:
Recommendation - Add Sensitivity Labels
Available within most instances of Teams and Microsoft is a tool called sensitivity labels. In Teams Meetings there will soon be the Restricted - HIPAA label. This label restricts who can bypass the lobby, who can present, when participants can chat, and copying of the meeting chat. There is also end to end encryption. See more in our article on Privacy Sensitivity Labels: Web-Only Limited Access.
We highly recommend using sensitivity labels if you're scheduling a HIPAA compliant meeting within Microsoft Teams. Below are the step by step instructions for adding a sensitivity label in different applications.
Outlook Web
Task: Adding Sensitivity Labels in Outlook Web
Instructions
Create a new meeting
Step 1 - Go to Outlook Web and click Calendar > New Event.
Step 2 - Add meeting details
Find Sensitivity Next to Add Title
Step 3 - Next to the Add Title field click on the Sensitivity drop down
Select a label
Step 4 - Click on Restricted - HIPAA
Step 5 - Save the rest of your meeting and its settings
Outcome
You will be able to apply the sensitivity labels
Outlook Desktop (Microsoft 365 Apps)
Task: Sensitivity Labels in the Outlook Desktop App (Microsoft 365 Apps)
Instructions
Open Outlook Calendar
Step 1 - Click New Meeting or New Teams Meeting
Assign a sensitivity label
Step 2 - In the ribbon, click Sensitivity
Step 3 - Choose the label Restricted - HIPAA from the dropdown
Send the invite
Step 4 - Once the label is applied, send the meeting invite
Step 5 - The label’s settings (e.g., who can record, bypass lobby) will be enforced in Teams
Outcome
You will be able to apply sensitivity labels
Teams Meetings App (Desktop or Web)
Task: Set a Sensitivity Label in the Teams Meetings App (Desktop or Web)
Instructions
Schedule a meeting
Step 1 - Go to Calendar in Teams
Step 2 - Click New
Find Sensitivity Next to Add Title
Step 3 - Next to the Add Title field click on the Sensitivity drop down
Select a label
Step 4 - Click on Restricted - HIPAA
Step 5 - Save the rest of your meeting and its settings
Outcome
You will be able to apply sensitivity labels
Further Readings
MS Teams: Accessing Microsoft Teams
Teams Meetings: Getting Started
Privacy Sensitivity Labels: Web-Only Limited Access
Need additional help?
For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:
Learn more about the great tools our Microsoft 365 Learning sites offer!
Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.